Administrative Assistant

Overview
Amyx is seeking to hire an Administrative Assistant to support the Defense Threat Reduction Agency (DTRA), Cooperative Threat Reduction (CTR) Directorate at Ft Belvoir, VA as part of the DTRA CTR Advice and Assistance Services (A&AS) contract.
Amyx supports the CTR mission by providing subject matter expertise and trusted advisors in a multitude of cross-cutting functions that assist CTR Program working with foreign partners to eliminate WMD-related systems and materials; consolidate and secure WMD-related systems and materials; and detect and interdict WMD-related trafficking or outbreaks of especially dangerous diseases.
The individual will provide administrative on-site staff support at the DTRA Headquarters location, to fulfill the responsibilities of the CTR program.
The contractor shall provide subject matter expertise in office administration, records management, knowledge management, task allotment and tracking, quality control and assurance.
Contractor staff shall interact with various offices of DTRA to clarify and completed needed administrative tasks.
The Administrative Assistant directly supports a Department Chief, communicating/coordinating on behalf of the Department Chief across the full department and broader CTR client and contractor team.
The Administrative Assistant reports to the A&AS Senior Operations Team Lead.
Their primary client interface is the Department Chief.
Responsibilities
* Supports administrative needs of the Department Chief, including calendar management, travel coordination, and other needs as requested.
* Supports administrative needs of the department team, including conference room and telecom requests, roster updates, printing requests, records management, public affairs office approvals, and other needs as requested.
* The contractor shall provide support for technical writing and editorial review to ensure the quality of reports, presentations, briefings, graphics, videos, and any similar documents or materials.
The review shall ensure the material meets the standards in any official operating manuals or specified procedures required to be used and/or provided by the customer.
The contractor shall provide appropriate mechanisms to ensure document quality control, accurate content, and timely submission.
* The contractor shall provide all aspects of meeting and conference planning, coordination, and execution (for both local and overseas events) to include identification of stakeholders, provision or advance booking of appropriate meeting space, accommodations, airport transfers and ground transportation, as necessary, timely preparation and delivery of meeting invitations and letters of invitation, preparation of agendas, briefing materials, and bilingual name tents and name badges, and writing and distributing meeting notes and action items.
* The contractor shall provide office support services, including quality document preparation.
The contractor shall provide quality assurance of documents and ensure formats are in compliance with the DoD correspondence manual and other applicable standards.
The contractor may provide training for CTR and A&AS personnel on correspondence preparation and management (Staff Officer training) and implement processes to ensure high quality of deliverables.
* The contractor shall ensure coordinated travel support services for both the A&AS staff and CTR staff, as well as other personnel supporting CTR as directed, to include: booking of airline tickets, hotels and rental cars; preparation of government travel orders, processing and maintenance of passports and visas, and processing of official country clearance cables in full compliance with the DOD foreign Clearance Guide and Classified Supplement, and with Combatant Command (CCMD), Office of the Secretary of Defense (OSD), Department of State, Embassy and DTRA rules and timelines.
Products include: Travel Orders, itineraries, travel trackers, passport requests, visa requests, country/theater/special area clearance request cables, and related documents.
* Maintain situational awareness by keeping Leadership informed of relevant organizational events, to include daily/weekly meetings, long-range calendars, key leader engagements, as well as tasks and other due outs.
* Act as a liaison between the Senior Leader and the rest of the CTR Staff, to include other administrative staff.
* Interface and correspond with external executive agencies, to include high level Department of Defense officials, Interagency, international, and Intelligence communities, as well as academia, foreign countries, and the public sector.
* Coordinate all aspects of travel for the Senior Leader, to include local, domestic, and overseas travel using Defense Travel System (DTS) and internal systems.
* Review documents for official signature, coordination, or concurrence, for accuracy and completeness, conformance with style, format, or procedural requirements and guidelines.
* Manage flow of correspondence, classified and unclassified.
* Produce, coordinate, and distribute unclassified and classified documents.
* Edit and produce final copies of formal correspondence, correspondence summaries, briefings, reports, and a wide variety of other analytical documents, to include financial spreadsheets, talking points, speeches, and travel itineraries.
* Review and coordinate responses on incoming correspondence.
* Track and distribute track Senior Leader's action items to the appropriate program manager and/or directorate.
* Establish and maintain office files and databases, to include an electronic data files architecture consistent with DoD standards for Records Management.
* Assist with official visitor arrangements, to include preparing conference rooms and setting up video teleconferences (VTC).
* Coordinate and schedule annual training for Senior Leader.
* Adhere to organizational-wide administrative standard operating procedures, such as attending weekly calendar synchronization meetings, updating contact and alert rosters, contributing to the Senior Leader travel tracker, and, where applicable, updating the organizational-wide master calendar.
* Provide editing support for reports, briefings and memorandums, review documents for official signature, coordination, or concurrence, for accuracy and completeness, conformance with style, format, or procedural requirements and guidelines.
* Process, edit, and submit military and government civilian awards.
* Coordinate meetings, video teleconferencing (VTC) support and other administrative functions
* Attend and brief at internal Chief of Staff meetings and working groups.
* Support other duties as required.
Supported Technologies: Microsoft Office applications suite (PowerPoint, Word, Excel, Teams), Defense Travel System (DTS).
Qualifications
Required Skills and Qualifications:
* Secret
* Bachelor's Degree or equivalent in related field
* At least 3 years relevant experience
* Skilled in written and oral communications; messages and/or briefings are clear and concise.
* Demonstrated the ability to work with confidential and sensitive information.
Desired Skills and Qualifications:
* Top Secret / SCI clearance eligibility
* 5 years relevant experience supporting DoD senior leadership (Colonel or above).
* Ability to work well with a diverse professional staff, take on special projects, take initiative, and work independently.
* Ability to cope with frequent changes in priorities, as well as interruptions throughout the day.
* Knowledge of Joint Travel Regulations (JTR) and proficient in using Defense Travel System (DTS), to include creating local, domestic, and overseas travel orders and creating travel vouchers upon travel completion.
Benefits include:
* Medical, Dental, and Vision Plans (PPO & HSA options available)
* Flexible Spending Accounts (Health Care & Dependent Care FSA)
* Health Savings Account (HSA)
* 401(k) with matching contributions
* Roth
* Qualified Transportation Expense with matching contributions
* Short Term Disability
* Long Term Disability
* Life and Accidental Death & Dismemberment
* Basic & Voluntary Life Insurance
* Wellness Program
* PTO
* 11 Holidays
* Professional Development Reimbursement
Please contact ****** with any questions!
Amyx is an Equal Opportunity employer.
Amyx is committed to providing equal employment opportunity to all job seekers.
Every qualified applicant receives focused consideration for employment and no one is discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status.
In addition to federal law requirements, Amyx complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Equal Opportunity Employer- Minorities/Females/Veterans/Individuals with Disabilities/Sexual Orientation/Gender Identity.
Amyx is an E-Verify employer.Amyx proudly and proactively takes affirmative action to advance employment of individuals who are minorities, women, protected veterans and individuals with disabilities.
Physical DemandsEmployee needs to be able to sit at a workstation for extended periods; use hand(s) to handle or feel objects, tools, or controls; reach with hands and arms; talk and hear.
Most positions require ability to work on desktop or laptop computer for extended periods of time reading, reviewing/analyzing information, and providing recommendations, summaries and/or reports in written format.
Must be able to effectively communicate with others verbally and in writing.
Employee may be required to occasionally lift and/or move moderate amounts of weight, typically less than 20 pounds.
Regular and predictable attendance is essential.